Transforming Business Support Harmonisation Workstream Project Manager

LOCATION: Any location where Oxfam International (OI) is registered and has an office and can establish a contract of employment

CONTRACT TYPE: 2 years

INTERNAL JOB GRADE: C1

DEPARTMENT and TEAM: Operations

SALARY: In line with grade and location

HOURS (FTE) Full- time

FLEXIBLE WORKING

‘We believe flexible working is key to building the Secretariat of the future, so we’re open to talking through the type of flexible arrangements which might work for you”

COMMITMENT TO DIVERSITY AND INCLUSION

We are committed to ensuring diversity and gender equality within our organization.

DEPARTMENT PURPOSE: The Operations Departmentprovides efficient, safe operational functions and support grounded in Feminist Principles that enable OIS to play its role in the Confederation effectively and support the confederation to have greater impact through efficient and effective business support functions.

BACKGROUND TO TRANSFORMING BUSINESS SUPPORT (TBS) PROGRAMME:

In line with the Oxfam Global Model and Presence Review decisions and the Global Presence map approved by the Oxfam International Executive Board (EB) in May 2020, a comprehensive process to design and implement a new global business support model is underway. ​A new ‘steady state’ for future business support to countries.​ This process moves business support from the current model of support provided by a number of affiliates to harmonize and consolidate this support under Oxfam International. The process will need to balance the improvement of satisfaction levels of countries and partner affiliates; the importance of reducing costs and improving business support standards and efficiency; to significantly simplify and harmonize operations; and the importance of a responsible change management process that also considers and prioritises staff well-being, engaging effectively with all stakeholders and in harmony with other confederation development activity. All of this is to be completed within an overarching framework that encompasses the Oxfam Global Operating Model.

JOB PURPOSE: The purpose of the role is to set up a project management approach and discipline for harmonization functional workstreams, which have been set up to harmonize policies, procedures and systems across each business support function ahead of moving these functions from Executing Affiliates to single line management under Oxfam International, as part of the Transforming Business Support programme

ROLE REPORTS TO

Oxfam International Secretariat (OIS) Programs Business Manager

KEY RELATIONSHIPS/INTERACTIONS

Builds strong relationship with the OI COO, Heads of EAs, the harmonization functional workstream leads, EA teams, regional and country colleagues involved in the program. Technical and managerial staff in countries, regions, affiliates and OIS according to the pertinent projects and workstreams.

LINE MANAGEMENT

N/A

BUDGET RESPONSIBILITY

N/A

Key Responsibilities and Accountabilities

The Transforming Business Support (TBS) programme is a complex process and system change to the business support functions that enable and support countries and regions. It is multi-dimensional and affects all parts of the Confederation – EAs, PAs, Regional Platforms, Countries and OI Secretariat. The overall purpose of the program is to ‘enable countries and regions to thrive’ through building effective, efficient, sustainable, and simple policies, procedures and systems. Ultimately, we want them to be Fit for Purpose, Fit for our Values and Fit for the Future.

The purpose of the role is to set up a project management approach and discipline for harmonization of functional workstreams, which have been set up to harmonize policies, procedures and systems across each business support function ahead of moving these functions from Executing Affiliates to single line management under Oxfam International, as part of the Transforming Business Support programme

1. To provide project governance and oversight on all harmonization functional workstreams

Apply project management principles and governance to each harmonization functional workstream

Provide monthly consolidated reporting on the overall Harmonization Workstream and each of the different harmonization functional workstreams as required

To lead project management support to the harmonization functional workstreams

Supporting the functional workstream leads:

• To review and update project plans as developed as part of the ‘Design’ phase of the programme
• To execute delivery as set out in the project plans aligned with the TOR

Act as a focal point for the harmonzation workstream and ensuring that stakeholders have access to and can input into project plans and reports

1. To manage work plan and connection with key stakeholders:

Managing the development and implementation of the project plan, coordinating agendas and meetings of participants. Acting as a facilitator and troubleshooter where required and ensuring consultation and involvement of a wide range of stakeholders.

Continuously engage harmonization functional workstream leads on the approach of work from a decolonial and feminist principles lens.

Ensure coherence between harmonization workstream and the other TBS workstreams and the different actors of change. Identify critical dependencies, synergies and gaps to solve.

Monitor project outputs against KPIs ensuring each harmonization functional workstream re-plans and keeps the critical path. Contribute to the accountability and governance needs.

1. To ensure knowledge management and contribute to promoting knowledge culture

Building key relationships with a wide range of stakeholders to identify and bring together different interests and contributions, working with diverse perspectives to build a common understanding and collective proposals.

Ensure workstream coherence and knowledge management in harmonization work, ensuring information and project management and governance addresses the needs of different users, and contributing to driving knowledge flows.

Work closely with the overall TBS Project Lead and Communications and Information Manager to ensure that the communications and documentation of the harmonization workstream is incorporated and presented appropriately to stakeholders

PERSON SPECIFICATION

Most importantly, every individual at Oxfam International Secretariat needs to be able to:

• Live our values of INCLUSION, ACCOUNTABILITY, EMPOWERMENT, COURAGE, SOLIDARITY and EQUALITY (read more about these here)
• Ensure you commit to our ORGANIZATIONAL ATTRIBUTES (including adhering to the Code of Conduct):

1. Be committed to our feminist principles, and to applying them in your day-to-day behaviour and your work. Be ready to keep learning, with accountability to those who experience oppression as a result of their identities, such as their gender, race/ethnicity, disability, class, or LGBTQIA identity.”

2. Be committed to undertaking Oxfam’s safeguarding training and adhering to relevant policies, to ensure all people who come into Oxfam are as safe as possible.

EXPERIENCE, KNOWLEDGE & COMPETENCIES

Essentials

• Demonstrable organisational and project management skills and ability to manage multiple projects to deadlines
• Applied experience with Project Management principles, practices, and methodologies such as AGILE, SCRUM, PMI, etc.
• Experience in strategic project management.
• Experience of information and documentation management
• Strong representation, negotiation, informal leadership and influencing skills, often at very senior level
• Strong analytical skills and attention to detail
• Ability to facilitate organizational change by engaging in a participatory and collaborative environment including the ability to liaise with a wide range of people, both internally and externally and at many levels, with credibility, tact, and diplomacy.
• Ability to guide stakeholders/groups with differing priorities to appropriate and useful outcomes.
• Excellent interpersonal, relationship building and negotiation skills with a demonstrable ability to lead, influence and motivate others
• Proven ability to organize own work effectively, and to deal with ambiguity and changing contexts.
• Works in a way that demonstrates the Secretariat’s values and behavioural competencies:
• Demonstrable affinity with the aims and objectives of the Oxfam Confederation
• Ability to think and work in a multi-disciplinary way
• Ability to operate effectively in a network environment
• Able to work effectively in a multicultural environment
• Sensitivity to cultural differences and gender issues, as well as the commitment to equal opportunities
• Fluent spoken and written English. Other working languages of the confederation will be valued, in particular, French and/or Spanish.